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Operations Director

Operations Director

OxfamPhilippines
30+ days ago
Job description

The post leads and manages the business operations team and is expected to provide strategic direction and leadership that ensures effective and efficient delivery of all operational and business services so that Oxfam Plipinas (OPH) functions effectively and efficiently to deliver on its mission. Manage all business service functions to ensure risk is managed and there is compliant with Oxfam’s policies and procedures and mandated statutory requirements. The position is a member of the Senior Management Team and contributes to the overall leadership and management of Oxfam Pilipinas.

Dimensions

  • Provides leadership, oversight and professional advice to colleagues and partners on finance, human resources, logistics, IT, administration, business development & donor contract management issues.
  • Influences the development of a strategy that ensures and supports operational implementation and the promotion of partnerships in accordance with feminist principles and the OPH Strategic Partnership Model.
  • Flexibility to resolve challenges and develop solutions to diverse and complex problems within organizational policy.
  • Interprets and applies operational and specialist information in a variety of forms from a variety of sources.
  • The impact of this role is significant in terms of business processes, financial management, and risk mitigation being improved and simplified.
  • Implements best practices and ensures adherence to all Oxfam policies, national laws, and guidelines.

What we are looking for : SKILLS, EXPERIENCE, KNOWLEDGE, ATTRIBUTES AND VALUES :

Essential

  • Educational degree relevant to the fields of management, accounting, finance, human resources, business operations and the like
  • Minimum 7 years’ experience in exercising similar roles and responsibilities.
  • Exceptional capacity in managing and developing a team within a complex organizational setting with demonstrated capacity to develop, lead and motivate high performing teams, and individuals
  • Demonstrated capacity to manage a team covering at least two of the functional areas (finance, human resources, logistics, IT, security, or administration)
  • Proven ability to work collaboratively in partnership with other organizations and with preferred experience of working with civil society actors
  • Mature understanding of human resources and organizational development change and transformation
  • Demonstrated experience of strategic leadership and systems improvement with demonstrated track record of improving efficiency and effectiveness in areas of responsibility
  • Highly developed financial management, planning and budgeting skills
  • Sound understanding of project cycle management and donor management with preferred experience in producing high quality donor reports
  • High level of principled influencing skills with proven ability to establish credibility at all levels
  • Excellent communications skills with fluency in written and spoken English and Filipino

    • Desirable

  • Experience in INGO and multi-country settings
  • Sound understanding of gender and gender mainstreaming approaches

    • Key Attributes

    Ability to demonstrate collective leadership, program management, sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.

    Ability to demonstrate an openness and willingness to learn about the application of gender / gender mainstreaming and diversity for all aspects of development work.

    Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.

    Organizational Values :

  • Equality -  We believe everyone has the right to be treated fairly and to have the same rights and opportunities.
  • Empowerment - We acknowledge and seek to expand people’s agency over their lives and the decisions that impact them.
  • Solidarity -  We join hands, support, and collaborate in working towards a just and sustainable world.
  • Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.
  • Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
  • Courage - We speak truth to power and act with conviction on the justice of our causes

    • KEY RESPONSIBILITIES

    1. Leadership

  • Key lead in the establishing and strengthening the business operations unit of Oxfam Pilipinas as a new and independent affiliate of Oxfam International.
  • Create and support an environment and operation that results in compliant, effective and efficient business services and operations that support the delivery of the organizational mission and country strategy.
  • Promote and maintain a healthy and inspiring work environment and culture that effectively cross-relates across the different organizational units and departments.
  • Ensure that business operations systems and policies are in place and lead the business operations sub-units to simplify and improve business processes and practices that are clear, user-friendly and properly communicated.
  • Together with the Business Operations Unit, provide support to partners in accordance with the Strategic Partnership Model.
  • Be accountable to the OPH Team and Board of Trustees, supporting all to fulfil their respective responsibilities.
  • Adhere to Oxfam’s principles and values and being a feminist organization that ensures a safe working environment and in its respectful dealings with partners and stakeholders.
  • Contribute positively as a member of the Senior Management Team and represent OPH as a member thereof.

    • 2. Management

  • Lead and manage the Business Operations Unit and outsourcing providers to be proactive contributors in building an effective and efficient organization.
  • Empower the Business Operations Unit to create an open, accountable, cooperative, motivated, equitable, learning, and transparent working culture.
  • Ensure that the Business Operations Unit has the required resources and competencies to fully fulfill its responsibilities. Management of staff turnover will be a key function.
  • Identify strategic priorities of the Business Operations Unit and roll out policies and plans to continuously simplify and improve service delivery and compliance.
  • Ensure compliance and implementation of organizational processes, policies, and directives of the Board of Trustees, Executive Director and / or Senior Management Team.

    • 3. Financial Management

  • Plans and manages the annual budgeting process in a timely manner and in accordance with best practices and directives of the Board of Trustees.
  • Ensures consistent implementation of best financial management practices with the intent of minimizing risk, optimizing efficiency, and proper management of resources.
  • Guarantee that all accounting and cash management processes are compliant with donor and Oxfam policy, procedure, and guidelines and all legal requirements.
  • Ensures that all donor financial reports are prepared in a timely and accurate manner and in accordance with donor format and requirements.
  • Ensures the provision of high-quality regular budget variance reports to the SMT and relevant program teams while providing guidance, commentary, and capacity enhancement as required.
  • Ensures the provision of timely and effective financial input to the proposal development process, ensuring budgets are accurate, reflective of the Strategic Partnership Model, and optimize cost recovery.
  • Ensures the timely finalization of all financial audits in line with statutory, donor, and internal requirements. Reports audit findings to the SMT and other relevant stakeholders as necessary and ensures that all audit recommendations are acted upon and cleared in a timely and efficient manner
  • Provides timely and accurate internal finance and KPI reporting in accordance with Oxfam requirements
  • Ensures the regular review and maintenance of the organization’s cash flow, income, expenses and billings to ensure that they are up-to-date, accurate, sufficient and properly managed.
  • Manages relevant outsourced financial providers.

    • 4. Contracts

  • Ensures that contracts, grant agreements, Oxfam Project Agreements (OPA), etc. are fair and reflective of the decisions made by OPH.
  • Facilitate the resolution of issues with contractual partners, e.g. Donors, Partner Affiliates, Oxfam International, etc..
  • Ensure that a system is in place to properly store and monitor contracts and agreements with donors.

    • 5. Logistics

  • Ensures timely and cost-effective availability of supplies and resources as required by the projects and organization.
  • Ensures that all procurements comply with donor and OPH policy, procedure and guidelines, and national law.
  • Ensures effective maintenance, management and use of assets.
  • Ensures timely and accurate internal and external supplies and logistics reporting.

    • 6. Human Resources

  • Ensures the provision of sound leadership and advice to teams on all aspects of HR policy and strategy, including talent management, performance management, recruitment, rewards, workforce planning, health and safety, and workplace relations and culture.
  • Ensures the design, development, and implementation of an OPH HR strategy and its translation into a functional HR plan that generates high-quality recruitment and onboarding, empowering performance management and compliance with internal HR policies and procedures, labor laws, and best practices.
  • Ensures timely reporting for HR functions with an up-to-date HR information system.
  • Ensures timely and accurate management of the payroll and rewards responsibilities of OPH.

    • 7. Administration

  • Ensures the efficient administration and maintenance of OPH offices including ensuring physical office security, compliance with business permits and other regulatory requirements.
  • Ensures the provision of a high-quality and cost-effective travel and accommodation support for staff that is compliant with donor requirements.

    • 8. IT

  • Oversight of the IT services and staff and manages IT related outsourcing partners and service providers to ensure the efficient functioning of the IT system including ensuring regular maintenance, back-ups and support to all staff.
  • Supports global IT initiatives and ensures the adoption of IT technology according to Oxfam requirements and best practices.

    • 9. Others

  • Act as the designated Data Privacy Officer and focal point with the National Privacy Commission
  • Act as focal and liaison with business operations-related regulatory agencies
  • Primary point of contact to provide financial, HR, IT, Logistics, Funding and Administration information to Oxfam International and Partner Affiliates
  • Ensure wide dissemination of information and actively raise awareness on Safeguarding, Code of Conduct, Anti-Fraud and other policies and standards
  • Fraud and Anti-Corruption co-focal point of the organization

    • Other

  • Required to adhere to Oxfam’s principles and as well as the promotion of
  • Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles
  • Contribute positively to other cross-functional teams as appointed
  • Perform priority organizational tasks related to his / her competencies, as may be assigned from time to time.
  • Actively participates and support the implementation and tracking of the Gender Justice Portfolio workplan and ToC relative to the Care Connect Project

    • Contract Length : 2 years Fixed Term

    Your commitment to Oxfam

  • Required to adhere to Oxfam’s principles and as well as the promotion of
  • Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

    • Our values and commitment to safeguarding

    Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our are recruited to work for us.

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